Data Protection Privacy Statement

 

This document sets out how and why LivingStones Christian Centre obtain, use and protect personal information.

We aim to be God’s Light on the High Street, and to serve as a resource centre for Christians, individuals, churches and the wider community in the Fleet area.

We want to be completely transparent about why we need the personal details we request when you communicate and engage with us and how we will use your data.

When we will get in touch

When you give us your personal details – for example, when you sign up to be a friend or member, place an order, when you make a donation, sign up to receive email updates or book and use the facilities, you may receive follow up information from us directly relevant to this activity, subject to your consent being given.

If you have provided us with consent (as the legal basis) to use your details we may also contact you about promotions and other activities taking place at Livingstones.

Where you consent to us sending you newsletters or other regular communications, we will consider this ongoing until you tell us otherwise.

We provide easy ways to stop our marketing and other communications, and you can opt out at any time.

You are our friends, customers and stakeholders and we always act on your instructions. We aim to put you in control of your relationship with us. Our aim is to communicate with you in a way that makes you want to stay involved with us for as long as possible, as you continue to see the value and impact of your support.

Some Important Legal Stuff

As an organisation, LivingStones is the Data Controller. This means we are the legally accountable body in respect of Data Protection regulations.

The Information Commissioner’s Office is the regulatory body which oversees UK data protection practices.

Personnel acting for LivingStones are Data Processors. This means that they are the people who obtain, record and use your personal data on behalf of LivingStones, and in accordance with the purposes for which it was obtained.

The term personnel includes:

  • The Directors of LivingStones
  • Employees of LivingStones
  • Volunteers at LivingStones
  • Third-party Processors (external services that LivingStones may use from time to time)

All personal data collection and processing must be done on the basis of one of the available legal bases.

Legal bases depended on by LivingStones are that the data being processed:

  • Is necessary to carry out a contract. This simply means that will need some basic details to fulfil an order, book an event or similar.
  • Requires consent. We rely on this for all communications, marketing and other purposes not covered by another legal basis.
  • To satisfy a legal requirement. We are required to hold certain data for a set time period to meet a statutory obligation such as HMRC requirements in respect of gift aid donations – among other possibilities.
  • Falls within legitimate interest. Where we work with other organisations (such as charities and churches) we may rely on this basis for the collection, storage and use of contact details of certain personnel in those organisations.

You will be made aware of the legal basis that applies to your relationship with LivingStones at the outset of that relationship.

What Data Do We Collect & Process

We collect and process such Data as:

  • Telephone numbers
  • Email addresses
  • Postal addresses
  • Social media details (where relevant and appropriate)
  • Some financial information (EG when paying using a card or other electronic method)

We do not process what is known as Special Category Data.

Why we hold and process suppliers, supporters, customer and stakeholder’s data

We hold and process personal data for a number of reasons:

Friends and Supporters of LivingStones

  • We hold contact details of our supporters so we can communicate:
  • News about the work and activities of LivingStones Christian Centre
  • Opportunities to work with and support the activities of LivingStones Christian Centre
  • Newsletters about the work of LivingStones Christian Centre
  • For HMRC purposes where your relationship with us involves Gift Aid donations

Customers and Stakeholders

Where the purpose of obtaining your data is to place an order or to otherwise engage with us, we will give you the opportunity to consent to receiving communications from us.

You can withdraw this consent at any time.

If we do not obtain consent we will be unable to communicate with you.

Our relationship with Other Organisations

We are privileged to be able to work with a number of other organisations such as churches and charities. We do, therefore need to obtain and store relevant contact details (business, and where appropriate, personal).

Community Events & Workshops

We provide a range of community and other events at our premises, and booking for these is managed by using ChurchSuite, a third-party provider and data processor.

  • This will collect details relevant to your booking.
  • You will need to accept the abridged Data Privacy Statement as part of the booking process.
  • This does NOT mean you are consenting to any further communications from us.
  • There will opportunities to give consent to such communications as you feel appropriate

How we keep your data safe

We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.

We ensure that your information is only accessible by appropriately trained staff.

We use external companies such as Drop box and Mailchimp to process or hold relevant data online. This data is kept to a minimum and is protected by a password encryption. Where staff have devices such as tablets, laptops and mobile phones that have access to these services they are required to have encrypted access to these devices so that only they can access the data.

We do not share your personal data outside of Livingstones.

We will not give your personal data to any 3rd party, if they contact you directly this will only be because they have been given permission to do so by you and you have given them the means by which they can make contact.

How long we will keep your personal information

We will hold your personal information on our systems for as long as is necessary for the relevant activity:

for example:

  • We will keep a record of donations subject to gift aid for a minimum of seven years to comply with HMRC rules, including from the time you cease making Gift Aid donations, should this be the case.
  • Where your consent has been given, we will hold your data until you withdraw that consent.
  • Where your data was obtained for transactional purposes (EG purchasing from us or booking a place on an event), that data will only be stored for purposes related to that transaction (EG return of goods purchased or cancellation of a workshop place).
  • You can, of course withdraw consent for one or more purposes without withdrawing consent for other purposes. EG you may wish to withdraw consent for marketing purposes, but still receive newsletters.

We will not share your data for others’ marketing purposes

Please be assured that you will not receive offers from other companies or organisations as a result of giving your details to us. We do most of our data processing and communications in house. When we do use a third party to communicate with our supporters – such as Mailchimp to send our emails – we will ensure these organisations only use your data for our purposes and is deleted when it is no longer needed.

You can opt out of our emails by clicking on the unsubscribe link at the bottom of our messages.

You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/

Your data and social media

Social media such as Facebook and Instagram are other places you can be kept up to date about what we are doing. However, this is entirely down to your social media preferences and we will not contact you directly through social media unless this is initiated by you the user. We will never use the data available on social media platforms to populate our database or mailing lists.

Website and Cookies

Our website does not use tracking cookies.

LivingStones at Bookstore.org

You may choose to purchase books through our online link to Bookstore.org. You data is input to Bookstore.org directly and is not retained by us.

Data Erasure

You have the right to request that LivingStones erase all/any personal data concerning you without undue delay where one of the following grounds applies:

  • When you no longer wish us to hold and use such data, and there is no overriding legal basis for us to retain it.
  • the personal data has been unlawfully processed.
  • the personal data has to be erased for compliance with a legal obligation to which Livingstones is subject.

How to make a complaint, stop or change how we communicate with you or obtain further information

You can opt out of our emails by clicking on the unsubscribe link at the bottom of our messages.

If at any time you wish to make an official complaint or stop or change how we communicate with you, or update the information we hold, please do get in touch, using one of the following options:

Visit https://livingstones.org.uk/contact/

ICO Registration Number: ZB172356

Write to our Data Protection Oversight at:
Livingstones
277 Fleet Road
Fleet
Hampshire
GU51 3BT

Email: data@livingstones.org.uk

Call: 01252 616038

You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/

Document last updated 03 August 2022.

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